Template 3 QA QC Procedures

Template 3: Description of QA/QC Procedures

1: Institutional Arrangements

2: Methods and Data Documentation

3: Description of QA/QC Procedures

4: Description of Archiving System

5: Key Category Analysis

6: National Inventory Improvement Plan

Country Representative Contact InformationCountry: Postal Address:Contact Name: Phone Number:Title: E-Mail:Organization: URL:

Instructions

The implementation of quality assurance and quality control (QA/QC) procedures is an important part of the development of national greenhouse gas inventories. As described in the IPCC Good Practice Guidance and the latest IPCC Guidelines (2006), an adequate QA/QC program helps improve transparency, consistency, comparability, completeness, and confidence in national GHG inventories.

Countries should use this Word document to enter country-specific data and for preparing final plans. The green text is used to provide instructions and guidance throughout the template as well as within tables. In the final plan, all green text should be deleted, and country-specific information should be used in its place.

Step-by-step instructions are listed in the box above. Each step is explained in detail in the corresponding section of the template.

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Step-by-Step Instructions

STEP 1: Review the main elements of a QA/QC plan

STEP 2: List key QA/QC personnel and any country-specific additional QA/QC responsibilities

STEP 3: Complete the Tier 1 QA/QC checklist

STEP 4: Complete the Tier 2 QA/QC checklist as appropriate

STEP 5: Complete the list of external reviewers

STEP 6: Provide improvements to the QA/QC plan

Quality Assurance/Quality Control (QA/QC) Procedures

3.1. Background

Quality assurance and quality control measures are two distinct types of activities. The IPCC defines each as follows:

Quality Assurance (QA) – a planned system of review procedures conducted by personnel not involved in the inventory development process.

Quality Control (QC) – a system of routine technical activities implemented by the inventory development team to measure and control the quality of the inventory as it is prepared.

An effective QA/QC plan contains the following elements:

Personnel responsible for coordinating QA/QC activities.

General (Tier 1) QC procedures.

Source-specific (Tier 2) QC procedures.

QA review procedures.

Reporting, documentation, and archiving procedures.

Each of these elements are described in more detail below.

3.2. QA/QC Plan

o STEP 1: Fill out each subsection to document or develop the various elements of your country’s QA/QC plan. Once developed, use the plan in subsequent inventory preparation. Modify the plan as necessary to reflect new processes.

A written QA/QC plan is a fundamental element of a QA/QC system. This plan outlines QA/QC activities performed, the personnel responsible for these activities, and the schedule for completing these activities. The following sections describe the QA/QC plan that [country] plans to follow to ensure a high quality national inventory.

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3.3. QA/QC Personnel

o STEP 2: List responsibilities for the QA/QC coordinator. Fill out Table 3.1 below with the names and contact information for appropriate staff person(s) responsible for each activity listed.

o Insert as many rows within the table below as necessary to provide the detailed information for each activity listed.

The QA/QC coordinator is the main person responsible for implementing the QA/QC plan. In this role, the QA/QC coordinator:

Clarifies and communicates QA/QC responsibilities to inventory members.

Develops and maintains QA/QC checklists appropriate to various inventory team member roles. (See Table 3.2 and Table 3.3 for examples)

Ensures the timely and accurate completion of QA/QC checklists and related activities. Develops an overall QA/QC timeline and when external reviews will occur.

Manages and delivers documentation of QA/QC activities to the inventory lead and archive coordinator.

Coordinates external reviews of the inventory document and ensures that comments are incorporated into the inventory.

In this role, the QA/QC coordinator communicates with several other inventory members. Table 3.1 summarizes the key personnel responsible for QA/QC activities.

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Table 3.1: Personnel Responsible for QA/QC ActivitiesTitle QA/QC Responsibility Name Organization Contact Information

Inventory Lead All aspects of the inventory program, cross, cutting QA/QC

QA/QC Coordinator Implementing the overall QA/QC plan

Category Lead(s) Implementing category specific QA/QC procedures (Tier 1 and Tier 2 procedures listed in Table 3.2 and 3.3 below)

Outside Expert(s) Expert review of the inventory

3.4. Communicating the QA/QC Plan

It is essential to communicate the contents of the QA/QC plan to inventory team members and outside experts so that the procedures can be effectively implemented, evaluated, and improved. The QA/QC coordinator for [Country] will implement the following procedures for the QA/QC plan:

Convene a meeting with all team members to develop a QA/QC plan.

Write and distribute a QA/QC plan to all team members required to perform QA/QC.

Conduct a “kick-off” meeting with all of those working on the inventory (including consultants, universities, etc), introduce plan and distribute QC checklists (this can be completed in conjunction with the inventory kick-off meeting)

Send memos (written or electronic) reminding team members of their QA/QC responsibilities and overall schedule.

[List additional ways of communicating the QA/QC plan].

3.5. General (Tier 1) QC Procedures for Source/Sink Category Leads

o STEP 3: As each item in Table 3.2 below is completed, enter the name or initials of the person completing the item and the date the item was completed.

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o Insert as many rows within the table below as necessary to provide the detailed information for QA/QC procedures.

According to the 2006 IPCC Guidelines, although general QC procedures are designed to be implemented for all categories and on a routine basis, it may not be necessary or possible to check all aspects of inventory input data, parameters and calculations every year. A representative sample of data and calculations from every category may be subjected to general QC procedures each year. In establishing criteria and processes for selecting sample data sets and processes, it is good practice for the inventory compiler to plan to undertake QC checks on all parts of the inventory over an appropriate period of time as determined in the QA/QC plan.

A minimum set of QC procedures are followed each year for all categories to ensure that basic standards of quality are met. These standards generally focus on the processing, handling, documenting, archiving, and reporting procedures common to all categories. Table 3.2 lists the specific Tier 1 QC activities performed by [country], and a checklist for when these activities were completed.

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Table 3.2: General (Tier 1) QC Activities

QC Activity ProceduresTask Completed Corrective Measure Taken

Name/Initials

Date Supporting Documents (List Document Name) Date

Data Gathering, Input, and Handling ChecksCheck that assumptions and criteria for the selection of activity data and emission factors are documented.

Cross-check descriptions of activity data and emission factors with information on categories and ensure that these are properly recorded and archived.

Check for transcription errors in data input and reference.

Confirm that bibliographical data references are properly cited in the internal documentation (MDD template report)

Cross-check a sample of input data from each category (either measurements or parameters used in calculations) for transcription errors.

Utilize electronic data where possible to minimize transcription errors.

Check that spreadsheet features are use d to minimize user/entry error:

o Avoid hardwiring factors into formulas.o Create automatic look-up tables for common values used

throughout calculations.o Use cell protection so fixed data cannot accidentally be

changed.o Build in automated checks, such as computational checks

for calculations, or range checks for input data.Check that emissions/removals are calculated correctly.

Reproduce a representative sample of emissions/removals calculations.

If models are used, selectively mimic complex model calculations with abbreviated calculations to judge relative accuracy.

Check that parameter and emission/removal units are correctly recorded and that

Check that units are properly labeled in calculation sheets and (MDD template report)

Check that units are correctly carried through from beginning to end of calculations.

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appropriate conversion factors are used.

Check that conversion factors are correct. Check that temporal and spatial adjustment factors are used

correctly. Check the integrity of database files.

Confirm that the appropriate data processing steps are correctly represented in the database.

Confirm that data relationships are correctly represented in the database.

Ensure that data fields are properly labeled and have the correct design specifications.

Ensure that adequate documentation of database and model structure and operation are archived.

Check for consistency in data between categories.

Identify parameters (e.g., activity data, constants) that are common to multiple categories and confirm that there is consistency in the values used for these parameters in the emissions/removals calculations.

Check that the movement of inventory data among processing steps is correct.

Check that emissions/removals data are correctly aggregated from lower reporting levels to higher reporting levels when preparing summaries.

Check that emissions/removals data are correctly transcribed between different intermediate products.

Data DocumentationReview of internal documentation and archiving.

Check that there is detailed internal documentation to support the estimates and enable duplication of calculations.

Check that every primary data element has a reference for the source of the data (via cell comments or another system of notation).

Check that inventory data, supporting data, and inventory records are archived and stored to facilitate detailed review.

Check that the archive is closed and retained in secure place following completion of the inventory

Check integrity of any data archiving arrangements of outside organizations involved in inventory preparation.

Calculation ChecksCheck methodological and data changes resulting in recalculations.

Check for temporal consistency in time series input data for each category.

Check for consistency in the algorithm/method used for calculations throughout the time series.

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Reproduce a representative sample of emission calculations to ensure mathematical correctness.

Check time series consistency

Check for temporal consistency in time series input data for each category.

Check for consistency in the algorithm/method used for calculations throughout the time series.

Check methodological and data changes resulting in recalculations. Check that the effects of mitigation activities have been

appropriately reflected in time series calculations.Check completeness Confirm that estimates are reported for all categories and for all

years from the appropriate base year over the period of the current inventory.

For subcategories, confirm that the entire category is being covered.

Proved clear definition of ‘Other’ type categories. Check that known data gaps that result in incomplete category

emissions/removals estimates are documented, including qualitative evaluation of the importance of the estimate in relation to total net emissions (e.g. subcategories classified as ‘not estimated’).

Trend checks For each category, compare current inventory estimates to previous estimates, if available. If there are significant changes or departures from expected trends, re-check estimates and explain any difference. Significant changes in emissions or removals from previous years may indicate possible input or calculation errors.

Check value of implied emission factors (aggregate emissions/removals divided by activity data) across time series. Are changes in emissions or removals being captured?

Check if there any unusual or unexplained trends noticed for activity data or other parameters across the time series.

Source: This list has been adapted from IPCC Good Practice Guidance and the 2006 IPCC Guidelines for National GHG Inventories.

3.6. Category-specific (Tier 2) Procedures

o STEP 4: List Key Categories after completing Template 5 (Key Category Analysis). Add or remove Tier 2 QC procedures from Table 3.3 as necessary.

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In addition to the Tier 1 QC procedures outlined in the preceding section, [country] follows Tier 2 QC procedures for select key categories and, as resources allow, for other categories. These key categories are:

[List key categories].

[Country] conducts the Tier 2 QC procedures listed in Table 3.3 below.

Table 3.3: Category-specific (Tier 2) QC Procedures

QC Activity Procedures

Task Completed Corrective Measure Taken

Name/Initials

DateSupporting Documents (List

Document Name)Date

Assess the applicability of IPCC default factors

Evaluate whether national conditions are similar to those used to develop the IPCC default factors

Compare default factors to site or plant-level factors Consider options for obtaining country-specific factors Document results of this assessment

Review country-specific factors

QC the data used to develop the country-specific factor Assess whether secondary studies used to develop country-specific

factors used (at a minimum) Tier 1 QC activities Compare country-specific factors to IPCC defaults; document any

significant discrepancies Compare country-specific factors to site or plant-level factors Compare to factors from other countries (using IPCC Emission

Factor Database) Document results of this assessment

Review measurements Determine if national or international (e.g., ISO) standards were used in measurements

Ensure measurement equipment is calibrated and maintained properly

Compare direct measurements with estimates using a factor; document any significant discrepancies

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QC Activity Procedures

Task Completed Corrective Measure Taken

Name/Initials

DateSupporting Documents (List

Document Name)Date

Evaluate time series consistency

Review significant (> 10%) changes in year-over-year estimates for categories and sub-categories

Compare top-down and bottom-up estimates for similar orders of magnitude

Conduct reference calculations that use stoichiometric ratios and conservation of mass and land

Review national level activity data

Determine the level of QC performed by the data collection agency. If inadequate, consider alternative data sources such as IPCC defaults and international data sets. Adjust the relevant uncertainty accordingly.

Evaluate time series consistency Compare activity data from multiple references if possible

Review site-specific activity data

Determine if national or international (e.g., ISO) standards were used in estimates

Compare aggregated site-specific data (e.g. production) to national statistics/data

Compare data across similar sites Compare top-down and bottom-up estimates for similar orders of

magnitude

QC uncertainty estimates

Apply QC techniques to uncertainty estimates Review uncertainty calculations Document uncertainty assumptions and qualifications of any

experts consulted

Verify GHG estimates Compare estimates to other national or international estimates at the national, gas, sector, or sub-sector level as available

3.7. QA Procedures

o STEP 5: Complete Table 3.4 with a list of external experts who have reviewed the Inventory. If possible, these experts should be independent of the inventory agency, either from other national agencies, international organizations, or other

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relevant organizations with expertise. If third party reviewers are unavailable, staff from another part of the inventory agency not involved in the portion of the inventory under review can fulfill this role. Key categories (as outlined in Template 5) should be given priority for review, as well as source categories where significant changes in methodology or data have been made.

Expert review offers the opportunity to uncover technical issues related to the application of methodologies, selection of activity data, and development and choice of emission factors. Because of their knowledge and experience in areas related to the inventory, the listed experts and/or organizations indicated in Table 3.4, below, have been included in the QA process. Their comments have been reviewed and addressed, as appropriate, prior to the submission of the Inventory.

Table 3.4: External ReviewersName Organization Area of Expertise Contact Information Comment Summary

3.8. Proposed QA/QC Plan Improvements

o STEP 6: An important part of the QA/QC plan is continually improving the plan as appropriate (i.e., when changes in processes occur or on the advice of independent reviewers). Fill out Table 3.5 with any planned QA/QC improvements.

o Insert as many rows within the table below as necessary to provide the detailed information for each planned improvement.

To enhance the inventory process and accompanying emission estimates, [country] plans to implement the improvements to the QA/QC plan listed in Table 3.5.

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Table 3.5: Improvements to the QA/QC Plan

Improvement # Sector CategoryPotential Improvement

QA QC

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3.9. Supplemental QA/QC Checklists

Activities Task CompletedName Date

Clarify and communicate QA/QC responsibilities to inventory team members.

Develop and QA/QC checklists appropriate to roles on the inventory team. (See Table 3.2 and Table 3.3 in the “Description of QA/QC Procedures” Template for examples)

Distribute QA/QC checklist to appropriate inventory team members and set deadline for completion.

Ensure the timely and accurate completion of QA/QC checklists and related activities by checking in with team members.

Collect completed QA/QC checklists and forms. Review completed QA/QC checklists and forms for completeness and accuracy. Deliver documentation of QA/QC activities to the inventory lead and archive

coordinator. Coordinate external reviews of the inventory document and ensure that

comments are incorporated into the inventory. Steps to coordinating external reviewers include:(1) Identify external reviewers (e.g. through category leads).(2) Set review schedule.(3) Establish review format (e.g., digital mark-up in Word or Excel).(4) Contact external reviewers informing them of the schedule and expectations. (5) Distribute Inventory draft for review.(6) Collect and compile review comments. (7) Deliver compiled comments to inventory and document/archive coordinator(8) Update inventory, as appropriate based on comments.

QA/QC Coordinator Checklist

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Inventory Lead Checklist: Cross-Cutting Checks for Overall Inventory Quality


Emission Calculations Across GHG Emission and Removal Categories Identify parameters that are common across categories (e.g. conversion factors,

carbon content coefficients, etc.) and check for consistency Check that using same data inputs (e.g. animal population data) report

comparable values (i.e., analogous in magnitude) Check across categories that same electronic data set is used for common data

(e.g., linking animal population data to the enteric fermentation and manure management calculations)

Check that the number of significant digits or decimal places for common parameters, conversion factors, emission factors, or activity data is consistent across categories

Check that total emissions are reported consistently (in terms of significant digits or decimal places) across categories

Check that emissions data are correctly aggregated from lower reporting levels to higher reporting levels

Other (specify):

Documentation Check if internal documentation practices are consistent across categories Other (specify):

Completeness Check for completeness across categories and years Check that data gaps are identified and reported as required Compare current national inventory estimates with previous years’ Other (specify):

Maintaining Master Inventory File: Spreadsheets and Inventory Document Have file control procedures been followed? Other (specify):

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Inventory Lead Checklist: Detailed Checklist for Inventory Document


Front Section Cover page has correct date, title, and contact address Tables of contents/tables/figures are accurate: titles match document, page #s

match; numbers run consecutively and have correct punctuation The Executive Summary and Introduction are updated with appropriate years and

discussion of trends Other (specify):

Tables and Figures All numbers in tables match numbers in spreadsheets Check that all tables have correct number of significant digits Check alignment in columns and labels Check that table formatting is consistent Check that all figures are updated with new data and referenced in the text Check table and figure titles for accuracy and consistency with content Other (specify):

Equations Check for consistency in equations Check that variables used in equations are defined following the equation Other (specify):

References Check consistency of references, and that in text citations and references match Other (specify):

General Format All acronyms are spelled out first time and not subsequent times throughout each

chapter All fonts in text, headings, titles, and subheadings are consistent All highlighting, notes, and comments are removed from document Size, style, and indenting of bullets are consistent Spell check is complete Other (specify):

Other Issues Check that each section is updated with current year (or most recent year that

inventory report includes) Other (specify):

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